Tag: licence checking

Do future drivers fit the bill beyond their CV?

27th June 2023 No Comments Advice for HR Teams

Good fit for the team? Got the right qualifications and experience? Questions like this are commonly asked when interviewing. Although… did you check their driving licence? According to Licence Link, employers often overlook driving licence checks during the interview process. This can result in costly consequences – including having to rehire, putting other road users at risk, facing a drop in productivity due to driver downtime, and even breaking the law.

Fleet and HR Managers should take precautions when hiring to save time and money. They can do this by incorporating licence checks into their recruitment process, ideally before offering a job. Candidates may hold back information if not asked to take a licence check, and if an employee commits a driving offence whilst holding a critical level of points, this can incur serious consequences for the business. As an employer, it’s within the duty of care to ensure every driver is regularly checked, to prevent such eventualities.

As a starting point, employers should refer to their insurance policy. It’s often outlined that drivers within the fleet mustn’t exceed a certain level of points, in order to be covered by the policy. Failing to check the status of new employees’ licences could have implications on their cover. Inevitably, this means that if an employer sends out an uninsured driver – knowingly or unknowingly – they’d be held liable. Not only would they be breaking the law but this would also invalidate their policy, leaving them responsible for any damages caused in the event of an accident.

In addition, employers must also determine that candidates have the right licence for the role. If the fleet requires the applicant to drive a Category C vehicle, it’s key they have the correct licence. If not checked and the candidate is only qualified for a C1 licence, for example, they would not legally be qualified to carry out the role. A simple mistake but easy to prevent with the right tools! Melvin Jeffers, Head of Licence Link explains:

“It’s your duty as a business to ensure all drivers have a valid licence, right for the job. Regardless of the CV or candidate, checking their licence beforehand safeguards your business. Why risk the consequences when each check costs less than a coffee?” 

Licence Link helps businesses to stay on top of compliance with results returned in real-time, making it a fast, digital process:

“It saves time and provides the relevant information we need to fulfil roles successfully and efficiently” explains Licence Link customer, Cheshire West & Chester Borough Council.

In short, regular licence checking should be included as part of the hiring process. Licence Link automates the process, removing the need for any manual intervention or scheduling – so there really is no excuse for non-compliance. You wouldn’t buy a dangerous car so why hire someone who puts your business at risk? It’s a small price to pay!

Employee and nominated driver sat in a car

Don’t Let Nominated Drivers Put your Fleet at Risk

21st March 2023 No Comments Nominated Drivers

Businesses must regularly check their employees’ licences for new endorsements or penalties, as part of their Duty of Care. However, many employers underestimate the risk of nominated drivers – non-employed individuals who also use company-owned cars, such as partners or spouses. Despite not being employed by the company, these drivers still pose the same level of risk, and therefore must be equally monitored alongside employees.

According to Licence Link – the online driving licence, CPC and Tacho card checking service – this is not just best practice, it’s a necessity. Failure to comply could result in serious consequences for Fleet Managers – from incurring fines to being held liable for any damage caused by a nominated driver.

To minimise the risk, Fleet and HR Managers must check both contracted employees and nominated drivers on a regular basis for…
  • Medical conditions
  • Driving licence convictions
  • Endorsements and points
  • Accidents and incident involvement
  • Licence expiries
It’s essential to ensure the HR or Fleet policy includes a routine checking schedule which accounts for nominated drivers, as standard. Failure to do so could result in:
  • The business being held liable for a serious road incident
  • Increased insurance costs (or invalidation) of the group policy
  • Disqualified drivers illegally using a company car
  • Corporate loss of credibility, if drivers are not managed correctly 

To keep costs to a minimum, some fleets still co-ordinate their checking routine in-house. This includes diarising hundreds of checks, gaining approvals, submitting individual driver data online and collating results on an ongoing basis. Without the right tools for support, this can make compliance a huge task for many already stacked HR teams. Licence Link mitigates the stress, hassle and risk involved, simplifying and automating the process.

The built-in features in Licence Link provide a simple and effective way to keep check of nominated drivers. Here’s how:
  • Nominated drivers are linked to the employee record
  • They can approve licence checks remotely by signing an eDeclaration
  • Once approved, licences can be checked for 3 years without any further input 
  • If an employee leaves, any nominated drivers will be automatically deleted from the system
  • Licence Link complies with GDPR 
  • Critical alerts and reports include nominated drivers 
  • Manage contracted employees and nominated drivers simultaneously

Licence Link makes it easy for fleets of any size, in any sector to manage driver risk, costing less that the price of a small high street coffee per check. It’s a no-brainer that fleets can save significantly by using a system like Licence Link to automate the process. In fact, there’s no excuse for getting caught out.

Employee getting into a grey fleet vehicle

Check Your Grey Fleet Or Risk Non-Compliance

14th March 2023 No Comments Grey Fleet

In recent years, factors such as COVID-19, the limited availability of new car registrations, and the cost-of-living crisis, have encouraged many employers to move away from offering company cars. In addition, companies like Deliveroo and Uber have largely embraced this, with the majority of their drivers using their own cars. Now, more privately owned vehicles, or cars funded through cash allowance schemes, are used for work-related journeys instead. Known as the ‘Grey Fleet’, according to the BVLRA, there are roughly 14 million of these vehicles currently on UK roads*.

Despite many employers relinquishing ownership of company cars, they’re still responsible for checking that every driver has a valid licence, and that vehicles used during working hours are fit for purpose. This applies to organisations in both the private and public sectors – some of which rely on thousands of Grey Fleet vehicles.

Whether managing five or five thousand drivers, it’s essential Fleet Managers have the tools to support their team. Otherwise managing compliance can be incredibly risky and time-consuming. Luckily, Licence Link – the digital licence checking solution – automates the job, relieving hours of admin and reducing the risk of missed licence checks.

Many employers still handle licence checking in-house – maintaining spreadsheets, diarising reminders, manually inputting driver details online, and gaining approval for every check. It’s easy to see how a driver could slip beneath the radar. For fleets looking for a faster and more reliable option, Licence Link streamlines the entire process, managing Grey Fleet and company car drivers as one.

Here’s how:
  • Employers can get fast, digital approval from their drivers. It takes just minutes to sign an eDeclaration, can be completed from their phone, and lasts three years.
  • Set auto alerts in advance of upcoming checks.
  • Alter the frequency of checks based on driver risk or vehicle category.
  • Schedule in advance to prevent missed endorsements.
  • Licence Link returns results in real-time – reducing downtime and delays.
  • All previous checks are readily accessible in the reporting suite.

With Grey Fleet vehicles accounting for a significant (and growing) percentage of those used for business travel, it’s important employers don’t overlook licence checking for this category. Failing to do so could result in hefty fines, invalidated insurance or endangering other road users – regardless of whether the business owns the vehicle or not. Licence Link is cost-effective, hassle-free, and user-friendly, so there’s no excuse for non-compliance.

References:

*BVRLA, Grey Fleet, https://www.bvrla.co.uk/industry-campaigns/air-quality/grey-fleet.html#:~:text=There%20are%20an%20estimated%2014,up%20to%20%C2%A35%20billion. [Accessed 10/03/23]

HR/ office member under pressure

Relieve Pressure on your Fleet and Avoid HR Burnout

26th January 2023 No Comments Advice for HR Teams

Employers are paying more attention to their team’s well-being, facing increasing pressure to reduce stressful or unmanageable workloads, which can adversely affect mental health. Many fleets have streamlined processes – minimising unnecessary risk, hassle, and responsibility on employees. As a result, they’ve boosted productivity.

Using a provider like Licence Link, Fleet Managers can automate and digitalise their licence checking routine for an immediate positive impact on their team. Here’s how:

Avoid HR burnout without compromising compliance

Some HR teams schedule driver checks internally, juggling up to thousands of drivers. This heightens the risk of missed points or endorsements, relying on staff to diarise every reminder. Licence Link removes the need for manual scheduling, alerting HR in advance of any upcoming licence checks or renewals, saving valuable hours for overstretched teams. Andy Bealing, Fleet Manager at Exeter City Council, explains –

“Licence Link’s digital checking service always ensures we’re compliant with the DVLA. It’s removed a number of administrative duties, giving us more time to carry out other tasks.”

HR teams using the Government’s online checking service must complete extra paperwork and face longer lead times for results. This adds to the pressure and time constraints, as it’s essential they receive a response before drivers can hit on the road. With Licence Link, results are returned in real-time, streamlining the process and allowing staff to focus on other priorities.

Reduce strain on your team by keeping on top of your drivers

Non-compliance is costly – endangering road users, invalidating insurance policies, and even resulting in legal action. There’s no room for mistakes when lives are at risk!

Licence checking should be an integral part of the recruitment process, to ensure candidates have a valid licence before they’re offered the role. Any endorsements or disqualifications affecting their ability to work will be identified in advance, preventing unexpected downtime and a halt in productivity later.

Using Licence Link, Fleet Managers can adapt the frequency of checks – monitoring high-risk drivers more regularly. This is often complicated to handle in-house, especially with numerous drivers or branches. By automating the process, it’s less likely drivers will slip beneath the radar, relieving unnecessary pressure from team members.

“The system gives you the control that you need, allowing you to check company drivers and manage risk effectively. It’s completely automated, with notifications eliminating any manual intervention. This is a huge benefit with over 460 locations and over 4,000 drivers nationwide.” – explains Lafever-Ayer at Enterprise Rent-a-Car.

Relinquish the repetitive and time-consuming tasks

It’s frustrating for both the HR team and drivers when approval is needed for every check. With hundreds or thousands of employees to monitor on a rolling basis, it’s a monotonous cycle. Using Licence Link, drivers can sign a one-off eDeclaration from their phone. Approval lasts three years, alleviating unnecessary stress and interruptions –

“It’s made the process much quicker and simpler. We previously spent weeks chasing people for information for each check, but with Licence Link, you don’t have to. Staff prefer it because I’m not nagging them every few months about their licence checking. If you employ drivers, it’s a no-brainer.” – Will Blackshaw, Managing Director, Blackshaws.

To conclude…

The benefits of using a system like Licence Link are endless. From winning back valuable time to offloading excess paperwork – allowing your team to focus on other priorities – the impact on productivity and the mental health of your team is substantial. With more businesses now tuning into the well-being of their workforce, fleets should seriously consider switching up their processes to see real results.

Get in touch to see how your fleet can benefit from Licence Link.

Festive checks - winter driving conditions

Don’t let your responsibilities slip this festive season

13th December 2022 No Comments Advice for HR Teams, Driver Compliance

With the festive rush in full swing, it’s tempting for fleets to cut corners, especially with extra orders to fulfil and deliveries to be scheduled ahead of Christmas. Many fleets will be feeling the pressure – whether distributing parcels, delivering pizzas, or managing public transport routes. It’s vital that Fleet Managers stay on top of licence checking to avoid costly consequences, keeping their business sleighing ahead into the New Year.

Many fleets still coordinate driver checks in-house or use inadequate solutions, leaving their (already stacked) HR team to handle hundreds of checks and approvals. Adopting a system like Licence Link – with automated alerts, digital approvals, and real-time results – is a fast-track way to prevent missed endorsements, unexpected downtime, and skyrocketing stress levels. Here’s how…

Prevent your HR team from getting snowed under with excess paperwork

Fleets using the free online checking service (aimed at individual drivers) will spend hours inputting driver details and liaising with their team to manually approve checks. Licence Link helps avoid the associated bottlenecks and delays, whilst eliminating the need to gain approval each time.

Fleet Managers can automate alerts for every driver, so there’s no need to keep a manual record of upcoming checks. Whether you have 20 or 200 drivers, this is a significant time-saver, preventing the risk of missed endorsements. In addition, the HR team can ask drivers to sign a digital declaration straight from their phone – taking seconds. Approval lasts for three years, allowing the business to carry out unlimited checks, without continuously chasing for approval.

Protect the safety of other road users this Winter

As the weather turns, wet and icy driving conditions inevitably lead to an increase in road traffic accidents. Be sure all your team has a valid licence to minimise risk to other road users! Systems like Licence Link provide real-time results on driver checks. Another key factor is the maximum points covered by insurance providers. It’s essential to monitor any drivers at risk of exceeding this threshold, or fleets could unknowingly invalidate their policy. With Licence Link, HR teams can increase the frequency of checks for drivers in the high-risk zone. Ensure new points are quickly identified, and appropriate actions are taken.

Avoid unanticipated downtime impacting busy delivery schedules

With many fleets facing a spike in demand over the holiday, it’s key they have enough drivers to manage delivery schedules. An unexpected disqualification or exclusion due to excess points could be detrimental during the seasonal demand surge – leading to disgruntled customers, complaints, and excess stress on the remaining team. Licence Link provides Fleet Managers with complete visibility, enabling them to mitigate this risk. They can instantly access driver data at every branch. This enables them to determine which team members are nearing the threshold, allocating schedules accordingly. Alternatively, they can arrange a plan B or ensure extra drivers are on standby to minimise disruption.

Be sure your fleet complies and ace the festive rush

To get ahead and avoid disruption, businesses that coordinate licence checking in-house should re-evaluate. For a small fee per check Fleet Managers can mitigate disruption, save time, and ensure their schedules run efficiently. So, if your HR team is under pressure during this festive period, get ahead by adopting an automated solution, like Licence Link.

Get in touch today at: www.licencelink.co.uk

Business Car Awards 2022

Licence Link is Highly Commended at Business Car Awards

12th October 2022 No Comments Awards

Nominated for three categories at Business Car Awards 2022 – a fantastic achievement in itself – Licence Link is proud to be awarded Highly Commended for Best Fleet Software!

Finalists were selected for their commitment to keeping fleets running smoothly, and helping businesses stay on top of what’s important. Licence Link’s fast, secure and contactless licence checking solution supports businesses in every sector to ensure driver compliance. The system features a range of digital tools to streamline the process, including:

Real-Time Checking

With Licence Link, HR and Fleet Managers can efficiently keep track of every employee, ensuring they’re fit to drive and hold a valid licence. New points or endorsements can be quickly identified and appropriate action taken, preventing the employer from facing costly consequences – from invalidated insurance to legal action.

Automated Alerts

Drivers often fail to disclose licence changes to their employers, so it’s essential that businesses are prepared. The automated alerts system in Licence Link reduces the time and responsibility involved in manually managing drivers. Employers can schedule checks – automating the frequency based on driver type. Licence Link advises their customers to check low-risk drivers (less than 6 points) bi-annually as a minimum, and higher-risk drivers more frequently. Employers can flexibly manage thousands of driver checks each year, preventing missed checks and saving hours.

Reliance Buses Ltd – Kieran McDonnell, Safety Officer explains –

“The process is automated with minimal input required. The security of knowing the system is checking licences in the background at agreed times and warning you of issues well in advance is a great relief, especially as companies have many compliance demands on them!”

Total Visibility – Reporting

With multi-branch reporting in Licence Link, Fleet Managers can monitor driver records across single sites or multiple branches. This provides complete visibility. Licence Link contains a full audit trail, significantly more effective and reliable than processing driver records manually. There’s no excuse for non-compliance.

Electronic Approvals

Licence Link has transformed business processes, supporting fleets to maintain their Duty of Care responsibility. The introduction of eDeclarations was a prime example.

Senior Driver Development Officer at The Kings Ferry (Part of National Express) explains –

“Prior to using Licence Link, we ran all licence checks by taking a photocopy of the driver’s licence and then sending it to the DVLA for the check to take place. We would get back a paper copy of the check, and manually enter all data onto a spreadsheet.

Those days are long gone, with the ease to check drivers even at the interview stage. It’s simple to complete records, all taken care of with the web-based system. Licence Link makes life so easy to stay legal, check drivers and get results. This system lets you control it and feel safe in the knowledge that you are compliant.”

Melvin Jeffers, Head of Licence Link summarises –

“By making the process as frictionless and intuitive as possible, we’ve encouraged customers to take compliance more seriously. They’ve been able to increase the frequency of checks without tripling their workload or directly impacting the safety of other road users – identifying high-risk drivers before they’re sent out on the job.

We are very proud to have received the Highly Commended award and would like to thank the team at Business Car for a fantastic evening!”

Car dealership staff member working on vehicle

Dealer Groups Save Hours with Real-Time Checks

3rd May 2022 No Comments Automotive, Real-time licence checking

Car dealer groups, often employing up to 100 employees per branch, must regularly check their employees’ driving licences. With a large percentage of dealership staff required to test-drive or manoeuvre stock, deliver courtesy vehicles, or even re-fuel, they must have a valid licence.

With the current chip crisis affecting new vehicle supply (and sales), it’s critical that automotive groups minimise hassle, cost, and delays elsewhere, in order to operate as efficiently as possible. Using an automated licence checking tool like Licence Link is a significant time-saver – enabling dealers to get staff to get behind the wheel quickly and safely. Will Blackshaw, Managing Director at Blackshaws explains –

“As a dealership, Licence Link really helps us. We’ve got many staff members who drive – especially in a workshop environment, with multiple technicians driving customers’ cars. It’s absolutely paramount that they are being driven legally and within our insurance parameters.

Our insurance company like to see the reports, it helps reduce our premium – everyone enjoys a reduction in their premiums! And obviously, we need to have the confidence that our drivers are compliant and legal.”

Why Must Dealers Check their Team Members’ Licences?

Dealers that fail to check their employees’ licences risk severe consequences – from legal action to fines to invalidated insurance policies. If staff are caught with excess endorsements or disqualifications, it could cost the business thousands.

For a small cost per check (less than a high-street cappuccino), dealers can be certain that every driver in their business complies. Even in a small or family-owned business, employers should not rely solely on the trust and discretion of their staff. Even a loyal employee may unknowingly attain points, resulting in the employer being held liable. It’s quick, easy, and secure to run checks with a tool like Licence Link, and all data is quickly accessible via their handy reporting suite.

“Licence Link is very easy to use. Frighteningly, it identified quite a few concerns and issues that staff weren’t aware of, with licence expiries coming up. For any new driver, we put their information in the system and get a check done. In seconds, we know what their status is from a driving compliance point of view. It works really well and it’s so simple” – explains Blackshaw.

Benefits of Regular Licence Checks

Following the pandemic, most dealers have digitalised their processes. As a result, they were able to reduce paperwork, increase data security, and boost convenience. Licence Link falls perfectly in line with these new standards, offering a fully digital permissions process. Dealers gain digital approval to check their team’s licences via a simple email link, with permission that lasts three years. This streamlines the outdated manual process to alleviate delays, and consequently save hours for HR teams.

Multi-site groups can easily manage driver transfers with Licence Link. Similarly, systems that offer multi-branch reporting provide an overview of every driver and branch, so management can maintain complete control when handling compliance.

In short, dealer groups see substantial benefits when using an automated licence checking tool, freeing up time and providing assurance. To find out more about the benefits of licence checking, get in touch today.

Take check of your drivers, or your fleet could end up in hot water

9th July 2021 No Comments COVID-19

With the lifting of coronavirus restrictions fast approaching, business owners should be prepared. According to Licence Link, the return to ‘normality’ could see a spike in driver endorsements – following the imminent reopening of nightlife and the return of commuters. Now it’s time to take stock of your drivers’ licence points or risk serious consequences.

According to figures released by DVLA, 92,000 UK drivers already have between 9 and 11 points on their driving licence, making them a high risk to employers. * This figure is only set to rise too – with motorists having racked up a hefty 1.5 million points during the first half of 2020 alone, amidst a full lockdown. **

With these figures in mind, it’s crucial to consider how your business may be affected if your staff were to incur points – whether they’re employed as a driver, have access to a grey fleet vehicle, or are insured on your fleet policy. For example, being convicted of drink driving, speeding, or using a mobile behind the wheel – even out of working hours – could result in anything from 3 points to a driving ban. From invalidating your insurance to rendering your business temporarily driverless, this could have a serious impact.

What’s more, if the employee fails to disclose this information, your business could be held liable for fines (or worse), so it’s imperative to always keep check of drivers. With Licence Link’s real-time licence checking tool, Fleet Managers can set automated checks for their workforce – reducing the risk of missed or undeclared points. They can flag high-risk drivers to check more frequently too, providing peace of mind that new endorsements will be identified quickly.

Melvin Jeffers, Sales and Customer Relations Leader at Licence Link explains:

“With thousands of employees still awaiting a return to the workplace, its inevitable HR teams will be overrun in preparation. Using Licence Link is a significant time-saver, safeguarding against the risk of missed checks. It’s so easy to make mistakes when tracking results manually, often for hundreds of drivers. For less than a few pounds per check, you can be sure your staff have a valid licence and pose no risk to your business. Your HR team can focus on other priorities, with no hassle of managing compliance.”

With the lifting of restrictions just weeks away, now’s the time for businesses to prepare – identifying high-risk drivers, checking the terms of insurance, and scheduling regular driver checks. All this can be managed seamlessly with a provider like Licence Link.

References for figures:

*  THISISMONEY.co.uk, 2021, ‘On the brink of a driving ban: Britain has 92,000 motorists with between 9 and 11 points on their licence – and are just one offence away from losing it.’, [online]. Available from: https://bit.ly/3hmjoGy [Accessed: 08/07/21]

** TTC Protecting people on the move, 2020, ‘Motorist speeding offences soar during lockdown’, [online]. Available from: https://bit.ly/2TEjboZ [Accessed: 08/07/21]

Discover time-saving features in Licence Link

Free checks or false economy? Weigh up what’s best for your fleet

7th June 2021 No Comments Benefits

Driver compliance is critical and failure to check licences can result in hefty fines for employers. According to Licence Link, buying checks from a certified provider, rather than using the free GOV.UK online service has substantial benefits – especially for busy HR teams managing several employees. Both services access driver details from the DVLA, then return these results, but what’s the difference from an employers’ view?

With the free GOV.UK checking service, employees manually apply online – they’re sent a one-time code valid for 21 days, allowing their employer to view their licence details. This relies on all drivers returning a code and the HR team following it up, which isn’t easy to track, especially for potentially hundreds of drivers. Licence Link makes it easier to manage, explains Andy Bealing, Fleet Manager, Exeter City Council:

“Licence Link’s digital checking service allows us to ensure we’re compliant with the DVLA at all times. It’s removed a number of administrative duties, giving us more time to carry out other tasks.”

For a small fee, the pressure is taken off both the business and employee. With Licence Link’s automated service, drivers can sign their consent digitally in a matter of seconds, staying valid for 3 years. It saves hours of admin time – which can end up costing significantly more than a few pounds for a check. Unlike the GOV.UK checks, Licence Link provides a full audit trail, including any past checks.

Employers can schedule routine checks as frequently as they like in Licence Link, with results returned in real-time. Again, this isn’t possible with the GOV.UK service. This makes it simple to keep watch of any new endorsements, which without attention could result in severe consequences – from invalidated insurance to driver downtime to breaking the law. Nicola Bradshaw at Cheshire West and Chester Borough Council explains:

“The reports in Licence Link are very useful, keeping us on top of driver risk. They save us time, providing all the relevant information we need to fulfil our roles successfully and efficiently.”

Ultimately, for any sizeable fleet there are stand-out benefits of using a provider like Licence Link – saving time, relieving pressure, and gaining a trackable record. Free checks are (on the surface) cheaper, but when managing more than a handful of drivers, the process can quickly become more time consuming and costly on a check-by-check basis. It’s essential to weigh up the cost to check versus the time taken by your HR team to manage the process.

Licence Link takes the hassle out of handling licence renewals

5th November 2020 No Comments Benefits, COVID-19

Keeping on top of licence checking is a time consuming yet critical task for fleet businesses, ensuring that every driver they employ is in possession of a full, valid driving licence to comply with the DVLA and the law.

The issues surrounding COVID-19 meant that the DVLA provided an 11-month extension period on driving licences due to expire between 1st February and 31st December 2020. This has complicated the tracking of expiry dates for potentially hundreds of employers, fleets that track records manually or where systems don’t account for the extension.

Licence Link removes the hassle and confusion of keeping check of driver data across the fleet – automating the entire process and saving hours of admin time. Automated reminders can be set up easily to flag upcoming licence renewals via the DVLA for company drivers.

Once a driver has been added to the Licence Link system and they’ve electronically signed to approve checks, the employer will be notified when each licence is due for renewal. Working closely with the DVLA, Licence Link accounts for the 11-month extension period, enabling the admin team to notify drivers in advance of the correct renewal date.

In addition to reminders, businesses can schedule automatic alerts – triggering frequent licence checks on an ongoing basis, to keep on top of any penalties, fines or disqualifications employees may acquire. This eases the risk of businesses unknowingly allowing employees to drive with an invalid licence, and the associated consequences.

Get in touch to see how Licence Link can help reduce risk and save time for your fleet!

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